Understanding Applicant Tracking Systems

Understanding Applicant Tracking Systems


If you’re an employer or part of a human resources team, understanding how ATS operates is crucial to streamlining your recruitment process and finding the perfect candidates.

An Applicant Tracking System (ATS) is a software application that enables the electronic handling of job applications. It allows employers and HR departments to receive and review applications, track applicant progress through the hiring process, and store applicant data.

What is an Applicant Tracking System?

Have you ever felt like a great candidate slipped through your fingers because of application volume? An Applicant Tracking System (ATS) is the solution you need. 

An ATS enables organizations to manage job applications effortlessly. It is a centralized hub where resumes, cover letters, and other application materials can be submitted electronically for convenience, efficiency, and effectiveness.

With an ATS, companies can efficiently receive, organize, and review a high volume of applications without drowning in a sea of paperwork. But the system’s capabilities go far beyond being a digital filing cabinet. It’s more like a digital assistant, keeping track of each applicant’s progress through the hiring process.

How Do Applicant Tracking Systems Work?

Imagine your inbox overflowing with resumes and applications from eager job seekers. ATS steps in as your trusted partner, helping you manage this influx. These systems are digital powerhouses that collect, organize, and refine incoming applications, ensuring you don’t miss out on top talent amidst the mountain of resumes.

  • Deciphering keywords

The best applicant tracking systems don’t just read applications; they interpret them. The process starts with a keyword hunt. These systems meticulously scan each application for keywords that match the job description you’ve posted. These keywords act as signposts, guiding ATS to candidates whose skills and experience align with your requirements.

  • Ranking candidates

Around 42% of resumes sent for job posts do not meet job requirements; this equates to time wasted sifting through applications. ATS ranks candidates based on how well their applications resonate with your keywords. 

Essentially, ATS shortlists applicants whose qualifications mirror your job description, making your candidate selection process more efficient. This algorithmic magic helps you find the diamonds in the rough, saving you time and ensuring that candidates with the right skills don’t get lost in the crowd.

  • Crafting the right job description

You have the power to shape ATS to your advantage. Crafting precise job descriptions with specific keywords is your first step. ATS thrives on clarity, so the more detailed and relevant your job posting, the better it can match candidates.

The Benefits of an Applicant Tracking System

Applicant tracking systems offer numerous benefits to HR staff and organizations as a whole. Here are some of the key advantages:

  • Efficiency in recruitment processes

ATS automates and streamlines various aspects of the recruitment process, such as job posting, resume parsing, candidate screening, interview scheduling, and communication. This leads to time savings, reduced administrative workload, and faster hiring cycles.

  • Centralized database

An ATS creates a centralized repository for all candidate information, making it easy for HR staff to access and manage candidate profiles, applications, resumes, and other relevant documents.

  • Improved candidate quality

ATSs can be configured to screen resumes based on predefined criteria, ensuring that only qualified candidates are considered for further evaluation. This helps in identifying the most suitable candidates for the job.

  • Enhanced collaboration

ATSs often feature collaboration tools that enable HR staff to communicate, share feedback, and collaborate with hiring managers, interviewers, and team members involved in the hiring process. This improves communication and decision-making.

  • Better candidate experience

ATSs often provide candidate portals where applicants can track the status of their applications, receive updates, and communicate with HR staff. This enhances the candidate experience and portrays the organization in a positive light.

  • Data-driven decision making

ATSs generate valuable data and analytics related to the recruitment process. HR staff can analyze this data to identify trends, assess the effectiveness of different recruitment strategies, and make informed decisions to optimize their hiring processes.

Signs Businesses Need an Applicant Tracking System

If you own a business, chances are you’ve been considering investing in an ATS. And you’re onto something because this system can simplify and supercharge your recruitment process. But how can you tell if it’s the right move for you?

Here’s a handy checklist to consider:

  • If you’re feeling overwhelmed by the flood of resumes pouring in.
  • If evaluating candidates feels like cracking a secret code.
  • If keeping tabs on who’s been interviewed and hired feels like herding cats.
  • If you’re unsure how to gauge the effectiveness of your recruitment efforts.

If any of these situations sound familiar, it might be a clear signal that an ATS could be the game-changer your business needs.

Why Use an Applicant Tracking System?

Integrating applicant tracking systems (ATS) into your recruitment process lets you focus on efficiency, accuracy, and compliance. Through automation, an ATS enhances your office’s efficiency by managing job applications seamlessly. It also makes your hiring decisions accurate by offering a searchable database of candidates’ qualifications. 

Using an ATS also means you adhere to government hiring regulations, streamlining your compliance efforts. An efficient ATS can elevate your recruitment approach by helping your organization:

  • Source and attract qualified candidates

Exploring top-notch talent for your business is a breeze with various strategies. Dive into job boards, tap into the power of social media, and leverage the network of employee referrals. 

Craft your own talent pipeline by forging connections with colleges and universities. Collaborating with educational institutions lets you identify promising candidates early and nurture valuable relationships. With these approaches, your journey to attracting and nurturing the best talent becomes a rewarding experience.

  • Increase candidate engagement

Enrich candidate engagement by weaving in captivating video content and infusing quizzes and games. These interactive elements offer candidates insights into your company culture and work environment. 

You can also streamline communication by enabling direct contact, making it a breeze for candidates to reach out with questions or feedback. Transform engagement into an exciting exploration of what being a part of your company is like.

  • Better compliance with government regulations

Upholding government regulations is a vital aspect of your recruitment journey. Seamlessly align with legal requirements as you navigate the complexities of hiring. 

Through features like automated document management, an ATS ensures that job applications, resumes, and candidate information are securely stored and easily accessible, meeting data protection regulations.

ATS systems often offer built-in templates for creating job descriptions and screening questions that align with fair employment practices and anti-discrimination laws. This helps maintain consistency and transparency throughout the hiring process. 

Some ATS platforms have e-verification capabilities, ensuring that candidates meet legal eligibility criteria before moving forward in the hiring process.

  • Optimize the onboarding process 

Optimizing the onboarding process ensures your new employee feels comfortable and confident in their new role. By fine-tuning the onboarding journey, you lay the foundation for new employees to confidently and easily step into their roles.

At WorkBright, our user-friendly onboarding platform streamlines the entire process, from paperwork to training to I-9 verification, ensuring a seamless transition for your new hires. It’s easy to get started and lets you implement a 100% remote process for employees in any location. 

Start Using an ATS Today

Ready to up your recruitment game? Elevate your hiring process with WorkBright’s cutting-edge candidate applicant tracking system. Do away with tedious paperwork and embrace streamlined, efficient recruitment. 

Our ATS is the best applicant tracking system for small businesses and empowers you to effortlessly manage candidates, simplify communication, and make data-driven decisions. Transform the way you hire – experience the future of recruitment with WorkBright. 

Schedule a demo today and discover a new era of hiring success. 

  • Understanding Applicant Tracking Systems (ATSs) is essential for efficient recruitment, replacing manual sorting of paper resumes with streamlined digital processes.
  • An ATS handles job applications electronically, managing, tracking, and storing applicant data.
  • ATS acts as a centralized hub, processing applications electronically for enhanced convenience and effectiveness.
  • ATS efficiently manages high volumes of applications, acting as both a digital filing cabinet and an assistant tracking candidate progress.
  • ATS interprets applications through keyword scanning, matching candidate skills with job requirements.
  • Candidates are ranked based on keyword alignment, simplifying selection by shortlisting qualified applicants.
  • Crafting clear job descriptions with specific keywords optimizes ATS efficiency and matching accuracy.
  • ATS benefits include automated resume screening, customized job postings, and data collection for analysis.
  • You may need an ATS if your company struggles with resume influx, evaluating candidates, and tracking interviews and hires.
  • Integrating WorkBright’s ATS streamlines recruitment, enhancing efficiency, accuracy, compliance, sourcing talent, engaging candidates, and cutting costs.